Americans with Disabilities Act (ADA)

In compliance with the Americans with Disabilities Act (ADA), Smith College is committed to providing reasonable accommodations to qualified applicants and employees with known physical or mental disabilities, enabling them to perform the essential functions of their jobs and enjoy the benefits and privileges of employment. Reasonable accommodations will be made unless doing so would impose an undue hardship on the college.

To be protected under the ADA, an individual must have a disability as defined by the Act, and be capable of performing the essential job functions with or without reasonable accommodation. A disability, under the ADA, is defined as a physical or mental impairment that substantially limits one or more major life activities, including but not limited to walking, seeing, hearing, speaking, breathing, performing manual tasks, and caring for oneself. It also includes individuals with a history or record of such an impairment, or those perceived as having such an impairment.

Procedures for Requesting an Accommodation

Every request for job-related disability accommodations undergoes individualized review to respect the distinct nature of each situation. The accommodation procedure aims to foster a collaborative and supportive conversation between the employee and the college, often referred to as the “interactive process.” The objective is to pinpoint and put in place reasonable accommodations that diminish barriers to access, empowering employees to effectively perform the essential functions of their roles.

Any employee or applicant may at any time inform Human Resources of a request for a disability accommodation. To initiate this process:

1. Make a verbal and/or written request to a supervisor or Human Resources. In order to facilitate this process, you should submit the completed “Reasonable Accommodation Request Form” to Human Resources.
2. A “Reasonable Accommodation Request Form” can be obtained on the Human Resources website.
3. If more information is needed, the Office of Human Resources will begin the interactive process by reaching out with the “Medical Information Request for Reasonable Accommodations Form,” the “Medical Information Release Form,” and a copy of your job description.
4. You will then need to complete the “Medical Information Request for Reasonable Accommodations Form,” and the “Medical Information Release Form.”
5. Have your healthcare provider review your job description and fill out the “Medical Information Request for Reasonable Accommodations Form” and return them to Human Resources.
6. Contents of this request are confidential and will only be shared as needed with the appropriate personnel to consider the implementation of a reasonable accommodation. All medical documentation will be kept confidential.

After Completing Forms

Return Completed Forms to:

Amy Smith, Human Resources Specialist, Integrated Leaves & Benefits
Smith College, Office of Human Resources
Fax: 413-585-2284
Email: asmith13@smith.edu
Phone: 413-585-2289

Once the Forms Have Been Returned

Once the accommodation request and subsequent documentation is received, Human Resources will review the request.

The Office of Human Resources will engage in an interactive process between the employee, the employee’s supervisor, and Human Resources to consider possible accommodation options.

Employees seeking accommodations are expected to engage in the interactive process with the College, to respond timely to requests for information or documentation, to attend meetings requested by the College that may be necessary to discuss the request, and to provide updated medical records or forms specific to the disability for which an accommodation is sought.

Determination

The college will notify the employee of its decision regarding disability accommodation. If approved, HR will collaborate with the employee's supervisor to facilitate the accommodation. The accommodation doesn’t waive performance expectations or applicable standards.

If the employee disagrees with the decision on their requested accommodation, they can appeal to the director of civil rights compliance and Title IX coordinator.

Disability and Accommodation Issues Frequently Asked Questions

What is a workplace accommodation?

A workplace accommodation is a modification or adjustment to a job, the work environment, or the way in which a job is usually done that enables an individual with a disability who is otherwise qualified to perform a job to attain the same level of performance and to enjoy the same benefits and privileges of employment.

Generally speaking, accommodations are services, resources, adaptations, and restructuring which allow an individual with a disability to have equal access to something someone without a disability has access to. An institution is obligated to provide accommodations and/or auxiliary aids to individuals with disabilities as defined by the ADA. However, the accommodation must be reasonable.

Although the ADA provides examples of different kinds of auxiliary aids and accommodations, all accommodations are determined on an individual basis after an examination of pertinent medical documentation or other appropriate documentation.

What happens if I have no medical or other appropriate documentation?

Unfortunately, the college will not be able to guarantee reasonable accommodations to anyone who is unable to provide necessary medical documentation. Please speak to Human Resources for advice on acquiring documentation of your disability.

Documentation of a medical condition from a doctor does not automatically guarantee that you are covered by the ADA or that you will receive an accommodation. The determination of a disability and any reasonable accommodation under the law are made by the college.

What are my privacy rights regarding my medical information?

Disability-related information, including medical documentation, is treated as confidential and access is limited to protect an employee’s privacy. Request for workplace accommodations and accompanying documentation will be kept in a confidential file separate from your personnel file.